Program Assistant, Child Care and Development - The Cowlitz Indian Tribe

POSITION TITLE: Program Assistant
DEPARTMENT: HHS - CCDP
LOCATION: Longview, WA (on-site)
REPORTS TO: Program Manager
FLSA STATUS: Nonexempt
WAGE RANGE: $25.39 - $29.19 per hour DOE

Review Date: May 23, 2024

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

Position Summary:

Ensures the efficient and effective operations of the Child Care Development Program by providing billing and administrative support according to established policies, procedures, grant requirements and other regulations. Maintains professionalism in all interactions with internal and external customers. Honors and represents the mission, vision, values of CIT and the CCDP program.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Ensures the accuracy of all invoices; reviews billing and verifies that the family, child, and provider has been approved for services; reviews and verifies child care invoices and child attendance sheets submitted for payment.
• Able to meet high-demand timelines to process and input child care invoices in accordance to grant requirements and program policy with consistent accuracy.
• Verifies the accuracy of billing rates and allowable charges consistent with the funding and grant agency requirements.
• Generates purchase orders for child care subsidy payments, program supplies, and other program needs.
• Tracks monthly and annual expenditures in Excel; prepares accurate and timely reports according to program policies.
• Maintains monthly child age records.
• Creates and sends rate change letters to providers per program policies; communicates billing changes to contracted providers.
• Communicates with child care providers, families, or other external agencies; prepares and distributes outgoing correspondence, reports, minutes, agendas, or memos.
• Reports suspected incidences of child abuse/neglect to supervisor and/or leadership team member and makes mandated report to Child Protective Services (CPS).
• Operates multi-line telephone system to answer incoming calls and greets visitors; creates and welcoming environment and directs callers, clients, and visitors to appropriate personnel.
• Photocopies, collates and distributes documents.
• Updates and maintains attendance forms for relative/non-relative providers.
• Assists with publication of monthly Tribal council reports and newspaper articles.
• Develops and maintains effective working relationships with tribal families and child care providers.
• Maintains client confidentiality and adheres to grant, state, and federal guidelines.
• Maintains inventory of office supplies and equipment; arranges for equipment maintenance and repair.
• Receives, logs, sorts and distributes incoming and outgoing correspondence.
• Picks up mail and supplies from Tribal Administration Office.
• Works with Program Manager and other program staff to create and update program policies and procedures in compliance with grant or funding requirements and program goals, objectives, and best practice standards.
• Maintain accurate records and able to prepare needed reports in a timely manner in accordance with grant requirements and program policies.
• Performs routine audits of client and provider files; updates documentation as needed.
• Participates in staff meetings as needed.
• Adapts to changes in safety protocols and procedures.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment.
• Skill in treating internal and external customers with tact, courtesy, and respect.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent, sound and unbiased judgment.

Minimum Qualifications:

• High School Diploma/GED.
• One year related administrative experience; must be proficient with Excel spreadsheets.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 50lbs. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office or outdoor setting with a moderate noise level. Exposure to natural weather conditions and dust, fumes, airborne particles and/or allergens may occur while performing outdoor duties. Situations occur where PPE (personal protective equipment) is needed. Position requires mandated child abuse and neglect reporting. Overnight travel, evening and/or weekend work is occasionally required. Tight time constraints and multiple demands are common.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

The Cowlitz Indian Tribe is an Equal Opportunity Employer, and a Drug & Alcohol-Free workplace.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).